AI Systems & Operations Specialist

Ace Marketing Services•Winter Park, FL

4d•Onsite

About The Position

Ace Marketing Services, Inc. is a creator marketing and growth agency based in Winter Park, Florida. Our in-office team uses AI, automation, internal systems, and performance data to operate high-volume creator portfolios. We are a small, fast-moving team where people are expected to take ownership and follow their work through to a reliable result. We are hiring an AI Systems & Operations Specialist to work alongside Stephan and support the systems, automations, integrations, reporting, and AI-assisted workflows that help Ace operate. This is a hands-on systems role. You will build practical workflows, maintain the tools we already use, investigate failures, improve data accuracy, and replace repetitive manual work with reliable processes. Your exact prior title is not important. Strong candidates may come from AI operations, business systems, automation, software, data, technical operations, integrations, or internal tools. The right person understands business operations, can take a solution from an idea through implementation and support, and is comfortable doing the work—not just recommending it. You will document what you build, verify that it works in the real workflow, and help the team recover when something breaks.

Requirements

Strong hands-on experience with automations, integrations, internal tools, business systems, or AI workflows.
Evidence that you personally owned meaningful work from problem definition through implementation and support.
Comfort working with APIs, webhooks, databases, spreadsheets, and automation tools.
Ability to investigate root causes and put preventive controls in place.
Meaningful real-world use of AI assistants or AI-enabled tools.
Good judgment about when AI output needs human review.
Discretion with sensitive information, accounts, and access.
Strong documentation and follow-through.
Ability to move quickly while protecting accuracy, privacy, security, and reliability.
Clear communication with both technical and nontechnical teammates.
Ability to work onsite in Winter Park five days per week.
No specific degree, certification, or previous job title is required.

Nice To Haves

Experience with some of the following may help: ChatGPT, Claude, Gemini, Zapier, Make, n8n, Apps Script, APIs, webhooks, authentication, Google Workspace, advanced spreadsheets, SQL, databases, reporting, data quality, portals, dashboards, JavaScript, Python, monitoring, alerts, logs, testing, recovery planning, or high-volume creator, agency, social, or operational environments.

Responsibilities

Build and improve AI-assisted workflows for analysis, reporting, documentation, content operations, and internal processes.
Select practical AI tools based on the business problem rather than novelty.
Test outputs, define appropriate human review, and protect against unreliable or misleading results.
Create reusable prompts, instructions, quality checks, and operating procedures.
Monitor useful developments in AI and recommend improvements with a clear business benefit.
Build, maintain, and improve automations that connect the tools Ace uses.
Work with APIs, webhooks, databases, spreadsheets, forms, and automation platforms.
Replace repetitive manual work with dependable workflows.
Investigate failures, identify the underlying cause, and prevent recurrence.
Add monitoring, alerts, and clear ownership so problems are noticed quickly.
Make sure information moves accurately between systems.
Maintain and improve Ace's internal portal and operational tools.
Translate team needs into clear requirements and workable solutions.
Test changes before they are introduced to the team.
Identify confusing steps, duplicated work, missing controls, and opportunities to simplify.
Support access, permissions, and recovery needs with appropriate care.
Verify that changes work in the actual day-to-day process.
Improve the accuracy and timeliness of operational reporting.
Trace numbers back to their source and investigate discrepancies.
Find missing, duplicated, delayed, or incorrectly mapped information.
Build and maintain useful reports and dashboards.
Document what key metrics mean and where they come from.
Prevent incomplete or misleading data from driving decisions.
Monitor important systems and workflows.
Respond calmly when something breaks and keep the right people informed.
Find root causes instead of repeatedly treating symptoms.
Maintain recovery instructions and appropriate backups.
Reduce dependence on one person for critical knowledge.
Escalate security, privacy, access, or production risks before consequential changes are made.
Explain technical issues clearly to people with different levels of technical experience.
Create useful documentation, diagrams, checklists, and recovery guides.
Train approved team members on new or updated workflows.
Make ownership, dependencies, and escalation paths clear.
Keep routine operational cleanup with the Operations team rather than turning it into systems work.
Provide clear progress and risk updates to Stephan.